Best Self Hosted Alternatives to Notion

AppFlowy is a Notion-like workspace for organizing notes, documents, wikis, and project information in a block-based editor. It provides databases and views to structure work and is available as desktop and mobile apps with an optional cloud/collaboration stack.

Key Features

• Block-based editor for pages (text, headings, lists, embeds, and more)
• Databases with multiple views (e.g., table/board/calendar depending on view support)
• Wiki-style organization with pages, nesting, and linking
• Templates and reusable structures for faster page creation
• Cross-platform clients (Flutter-based) for desktop and mobile
• Optional AI capabilities (“AppFlowy AI”) for writing/help features (deployment varies)
• Local-first/offline-friendly usage modes depending on configuration

Use Cases

• Personal knowledge management: notes, reading summaries, and research pages
• Team documentation/wiki: meeting notes, SOPs, and internal knowledge bases
• Lightweight project tracking using databases (tasks, kanban-style boards)

Limitations and Considerations

• Collaboration and some advanced features depend on the separate AppFlowy Cloud/Server components and their maturity
• Feature parity vs. Notion varies by platform and release; some views/integrations may be limited compared to commercial incumbents

AppFlowy is a strong fit for users wanting a modern, Notion-style workspace with an open development model and multi-platform apps. It covers core documentation and database workflows and can be expanded with optional backend services for syncing and collaboration as needed.

AFFiNE is an open-source, local-first workspace that combines a block-based document editor with whiteboards and knowledge-base style organization. It targets the “Notion + Miro” workflow, offering flexible pages, databases/collections, and collaborative editing while keeping offline use and local storage as first-class.

Key Features

• Block-based editor for pages and documents (rich text, blocks, embeds)
• Whiteboard/canvas for freeform brainstorming and diagrams
• Knowledge organization with pages, collections/databases, and backlinks-style navigation
• Local-first workflow with offline use; optional sync via AFFiNE Cloud or self-hosted server
• Real-time collaboration (multi-user) on supported deployments
• Import/export options for migrating content (varies by format/version)
• Cross-platform apps (desktop) and web app distribution

Use Cases

• Personal knowledge management for notes, journaling, and structured research
• Team documentation/wiki with collaborative editing and shared spaces
• Whiteboarding for planning, brainstorming, and project discovery sessions

Limitations and Considerations

• Some advanced “Notion-like” database automations/integrations may be less mature than commercial incumbents.
• Feature parity and stability can vary between desktop, web, and server deployments as the project evolves.

AFFiNE is a strong fit for users who want an offline-capable workspace that blends documents and canvases, while still supporting collaboration when a sync server is used. It is especially compelling for teams seeking a unified notes+whiteboard toolchain without relying on proprietary SaaS defaults.

NocoDB is an open-source no-code platform that sits on top of existing relational databases and exposes them through a spreadsheet-like UI. It helps teams collaborate on data, build lightweight apps (grids, forms, kanban), and integrate workflows without replacing their underlying database.

Key Features

• Connects to existing SQL databases and works as an overlay (keeps data in your DB)
• Spreadsheet-like grid with sorting, filtering, grouping, and rich field types
• Multiple views: grid, form, kanban, calendar, and gallery (depending on configuration)
• Form builder for data entry and sharing
• Built-in REST APIs for tables and views; supports API tokens
• Automations and integrations (e.g., webhooks) for workflow triggers
• Collaboration features: roles/permissions, shared views, and team workspaces
• Import/export and data sync helpers for onboarding existing datasets

Use Cases

• Replace Airtable-style bases while keeping Postgres/MySQL as the source of truth
• Create internal tools (tracking, CRM-lite, inventory, ops dashboards) over existing tables
• Build forms and lightweight workflows for teams to enter and review structured data

NocoDB is a strong fit when you want an Airtable-like experience without moving data out of your relational database, while still retaining database control and programmability through APIs and integrations.

Joplin is a cross-platform note-taking and personal knowledge management application for creating and organizing notes in Markdown with attachments. It is designed for offline-first use and can sync across devices via multiple backends, with optional end-to-end encryption.

Key Features

• Markdown editor with preview (and rich-text editing mode) for notes
• Notebook and sub-notebook organization, tagging, and search
• Web Clipper to save web pages and screenshots into notebooks
• File attachments (images, PDFs, and other files) and inline rendering where supported
• End-to-end encryption for synced data (E2EE)
• Multiple sync targets: Joplin Server, WebDAV, Dropbox, OneDrive, and local filesystem
• Cross-platform clients: desktop (Windows/macOS/Linux), mobile (Android/iOS), and CLI
• Plugin system for extending desktop features (themes, editors, integrations)
• Note history/restore (note revisions) and conflict handling
• Import/export options (including ENEX and Markdown) for migration

Use Cases

• Personal knowledge base with searchable Markdown notes and tags
• Research collection using Web Clipper to archive articles and references
• Team or multi-device note syncing using Joplin Server or WebDAV with E2EE

Limitations and Considerations

• Real-time multi-user collaborative editing is not a core feature; sharing/collaboration depends on Joplin Server capabilities and workflow
• Some advanced features (plugins, certain editor capabilities) are primarily available on desktop

Joplin fits users who want a privacy-focused, offline-capable notes system with flexible sync options and extensibility. It is especially suitable when Markdown, attachments, and encryption are key requirements while keeping data portable via import/export.

Memos is a lightweight, self-hosted note-taking app designed for quickly capturing ideas, daily logs, and snippets in a timeline-style feed. It focuses on fast writing, simple organization, and ownership of your notes, with a web UI and API for integrating with other workflows.

Key Features

• Timeline-based “memo” feed optimized for quick capture and review
• Markdown editor with code blocks and rich text formatting
• Tags and filtering for lightweight organization
• Full-text search across memos
• Pinned memos for keeping important notes visible
• Attachments support (e.g., images/files) for enriching notes
• Multi-user support with authentication
• Public sharing for selected memos/pages (share links / visibility controls)
• REST-style API for automation and integrations
• Database options including embedded SQLite for simple deployments

Use Cases

• Personal micro-journal for daily work notes and reflections
• Team scratchpad for lightweight shared notes and announcements
• “Second brain” inbox for quick capture before moving content to a larger PKM system

Limitations and Considerations

• Intentionally minimal compared to full PKM suites (e.g., complex databases, advanced document structures)

Memos is a good fit when you want a fast, low-friction note feed with Markdown, search, and tags rather than a heavy workspace platform. It balances simplicity with practical features like sharing, attachments, and an API, making it useful as both a personal capture tool and a lightweight internal notes hub.

Plane is an open-source project and product management platform designed to help teams plan, track, and ship work. It provides issue tracking, agile planning primitives, and product-oriented views so teams can manage day-to-day execution and higher-level roadmaps in one place.

Key Features

• Issue tracking with customizable properties/fields and rich descriptions
• Multiple work views (e.g., list/board) to organize and triage work efficiently
• Cycles/sprints planning to timebox work and track progress
• Modules/epics-style grouping to structure larger initiatives
• Roadmap and planning views for product-oriented prioritization
• Team collaboration features such as comments and activity history
• Workspace/project organization for multi-project teams
• Public/REST API for integrating Plane with internal tooling and automations

Use Cases

• Replace Jira/Linear-style issue tracking for engineering teams
• Plan sprints/cycles and manage releases across multiple projects
• Maintain a lightweight product roadmap and organize initiatives by module

Plane is a strong fit for teams that want a modern, self-hostable alternative to commercial project trackers with core agile and product planning capabilities. Its combination of issue tracking, cycles, and roadmap views supports both execution and planning workflows in a single system.

SiYuan is a local-first note-taking and personal knowledge management app designed around “blocks” (paragraph-level units) that can be referenced, embedded, and linked across documents. It supports Markdown editing, backlinks, and graph-style knowledge navigation, and can be run as a self-hosted service for web access and multi-device usage.

Key Features

• Block-based editor with block references, block embeds, and bi-directional links
• Markdown support with rich editing (tables, code blocks, math/LaTeX, etc.)
• Backlinks and knowledge graph views for navigating connected notes
• Full-text search across notebooks and documents
• Organize content with notebooks, folders, tags, and templates
• Web access via the built-in server for using SiYuan in a browser
• Data stored locally and designed for offline-first workflows

Use Cases

• Building a personal knowledge base (Zettelkasten/PKM) with backlinks and block references
• Maintaining project notes, meeting logs, and technical documentation as Markdown
• Creating a lightweight personal wiki with cross-page embeds and references

Limitations and Considerations

• Some advanced features and the overall UX can differ from mainstream SaaS note apps; evaluating the editor model (block-based) is recommended before migrating large note sets.

SiYuan is a strong fit for users who want a local-first knowledge system with granular block linking and Markdown-centric writing. It combines wiki-style navigation with an editor model optimized for reusing and connecting content across notes.

Paperless-ngx is a self-hosted document management system (DMS) focused on turning paper and digital files into searchable, organized records. It ingests documents from multiple sources, runs OCR and text extraction, and provides a web UI and API to manage, find, and automate document handling.

Key Features

• Automated ingestion (“consume” folder) plus upload via web UI and REST API
• OCR and text extraction for searchable PDFs/images (typically via Tesseract)
• Full-text search with filters (tags, correspondents, document types, dates, fields)
• Metadata model: correspondents, document types, tags, custom fields, and rules
• Email ingestion (IMAP) to automatically import attachments and assign metadata
• Document workflows: matching rules, automatic tagging, and metadata assignment
• Multi-user support with permissions/roles and an admin interface
• Preview and download originals/archived PDFs; versioned/organized storage
• Integrations via API and container-first deployment (Docker/Compose)

Use Cases

• Personal “paperless” home archive for bills, receipts, manuals, and letters
• Small office record-keeping with consistent naming, tagging, and search
• Automatic import pipeline from scanner + email for invoices and statements

Limitations and Considerations

• OCR quality and language support depend on installed OCR language packs and scan quality
• Accurate auto-classification relies on well-tuned matching rules and consistent inputs

Paperless-ngx is well-suited for users who want reliable OCR-backed search, structured metadata, and automated ingestion to maintain a long-term, searchable archive. Its strong import options and rule-based processing make it practical for both home and small-team document workflows.

Trilium Notes is a personal knowledge base for organizing notes in a hierarchical tree while also supporting cross-linking between notes. It combines a fast web UI, rich editing (including code and Markdown), and powerful search to manage large, interlinked knowledge collections.

Key Features

• Tree-structured notebooks with cloning (same note in multiple places)
• Rich-text (WYSIWYG) editing plus code notes with syntax highlighting
• Markdown import/export and other bulk import/export options
• Bidirectional links and backlinks; note relations/attributes and tagging
• Full-text search with filtering to navigate large note collections
• Versioning/revision history for notes
• Web clipper for capturing content into notes
• Scripting/automation (JavaScript) and custom widgets for extending behavior

Use Cases

• Personal knowledge management (Zettelkasten-style linking, research notes)
• Technical documentation and “second brain” for projects (snippets, runbooks)
• Journaling and structured life logs organized by a timeline/tree

Limitations and Considerations

• Collaboration features are limited compared with team-first tools (e.g., comments, real-time multi-user editing)
• The data model (tree + clones + attributes) can require a learning period for new users

Trilium is well-suited for users who want a fast, local-first feeling knowledge base with a strong hierarchy, links, and extensibility. It is commonly used as a private alternative to commercial note and knowledge apps while retaining advanced organization and automation capabilities.

Wiki.js is a modern wiki and documentation platform designed for teams to create, organize, and publish internal knowledge and technical documentation. It focuses on a clean authoring experience (Markdown and visual editing), flexible content organization, and enterprise-style access controls.

Key Features

• Markdown editor and visual (WYSIWYG) editing experience for pages
• Powerful content organization with navigation, pages, and hierarchy
• Fine-grained access control with roles and permissions
• Authentication integrations (e.g., local auth and external identity providers)
• Version history and page revisions with restore/compare capabilities
• Git-based storage/synchronization options for backing content with repositories
• Search functionality for quickly finding content across the wiki
• Extensible architecture with modules/integrations (e.g., storage, auth, rendering)

Use Cases

• Internal company wiki for SOPs, onboarding, and team knowledge sharing
• Engineering documentation portal for runbooks, architecture docs, and APIs
• Project documentation site with controlled access for stakeholders

Limitations and Considerations

• Some advanced capabilities depend on configuring modules (auth/storage/search) and may require additional services
• Major version upgrades can require migration planning due to platform changes

Wiki.js is well-suited for organizations that want a polished documentation experience with strong permissions and integration options. Its modular approach makes it adaptable to different infrastructures, from small teams to larger environments with SSO and Git-backed workflows.

Monica is a personal CRM (PRM) designed to help you keep track of the people in your life—family, friends, clients, or colleagues—by storing contact details and the history of your interactions. It focuses on relationship context: notes, activities, reminders, and life events, so you can follow up thoughtfully and consistently.

Key Features

• Contact profiles with structured fields (contact info, relationships, important dates)
• Interaction/activity logging to record meetings, calls, messages, and notes
• Reminders for follow-ups and key dates (e.g., birthdays, anniversaries)
• Relationship management (link people together and track how they are connected)
• Tagging and searching to organize contacts and quickly retrieve context
• Multi-user support for shared instances (useful for teams/households)
• Import/export capabilities (for migrating contact data)

Use Cases

• Maintain a personal address book with rich context and interaction history
• Track client/stakeholder relationships and follow-ups outside of a sales CRM
• Keep family/household knowledge (important dates, preferences, and notes)

Limitations and Considerations

• Oriented to relationship tracking rather than sales pipelines/forecasting typical of full sales CRMs

Monica is well suited for anyone who wants a lightweight, structured way to remember details, log interactions, and set reminders around relationships. It fills the gap between simple contact lists and heavy sales-focused CRM platforms by emphasizing personal context and continuity.

WeKan is a web-based Kanban board application for managing tasks and workflows using boards, lists, and cards. It is commonly used as a self-managed alternative to Trello for teams that want data control and flexible workflow features.

Key Features

• Kanban boards with lists and draggable cards
• Swimlanes to organize work in parallel tracks (e.g., by team/member)
• WIP (Work In Progress) limits per list/swimlane
• Rich card details: descriptions, checklists, due dates, labels, attachments, comments, and activity history
• User and permission management for boards
• Search and filtering to find cards across boards
• Import/migration options (commonly used for Trello-style workflows)
• Notifications and @mentions (where supported by deployment/config)

Use Cases

• Team project management (product, engineering, operations) using Kanban
• Personal or small-team task tracking with lightweight boards
• Visualizing support/maintenance workflows (backlog → in progress → done)

Limitations and Considerations

• Primarily focused on Kanban; it is not a full suite for docs/roadmaps like Notion/Jira
• Feature availability can vary by deployment method and version; review the current release notes/docs for specifics

WeKan is a practical choice for organizations that want a straightforward, Trello-style Kanban experience with swimlanes and WIP limits. It fits well for day-to-day task management and visual workflow tracking across many types of teams.

Docmost is a self-hosted, collaborative wiki for creating and organizing internal documentation and team knowledge. It focuses on structured content (spaces and pages), collaborative editing, and search, making it suitable for product docs, runbooks, and internal knowledge bases.

Key Features

• Spaces and hierarchical pages for structured documentation
• Rich-text/Markdown-style editor for writing and formatting content
• Real-time collaboration features for team editing and updates
• Permissions and access control for organizing content by team/space
• Full-text search to quickly find pages and information
• Attachments and media support for documentation assets

Use Cases

• Internal engineering runbooks, SOPs, and incident playbooks
• Company knowledge base (policies, onboarding, FAQs)
• Product/ops documentation organized by teams or projects

Docmost provides a lightweight Confluence/Notion-style documentation experience that can be deployed on your own infrastructure. It is best suited for teams that want a focused wiki/knowledge base with collaboration, permissions, and search without relying on a hosted SaaS.

Etherpad is a web-based, real-time collaborative text editor for teams to co-author notes and documents in the browser. It focuses on low-friction collaboration: share a pad link, edit together, and keep track of who changed what.

Key Features

• Real-time multi-user editing with per-author colors and attribution
• Built-in chat alongside the pad for in-context discussion
• Revisions and time-slider playback to review and restore past versions
• Import/export and copy/paste support (commonly including HTML/text and document formats via plugins)
• Extensible plugin system (authentication/authorization, import-export, UI, integrations)
• HTTP API for programmatic pad creation and content management
• Embeddable pads for integrating collaborative editing into other websites/apps
• Internationalization (multiple UI languages)

Use Cases

• Collaborative meeting notes and agendas with live editing
• Drafting and reviewing documents, specs, and checklists in small teams
• Embedding collaborative notes into internal tools, portals, or LMS pages

Limitations and Considerations

• Rich document formatting and office-suite features are limited compared to full collaborative office suites; advanced features often depend on plugins.

Etherpad is well-suited for lightweight, real-time co-editing where speed, simplicity, and extensibility matter. Its revision history, chat, and API make it a practical component for team workflows and integrations.

BookStack is a web-based documentation and wiki platform designed for creating and organizing content in a clear hierarchy of Books, Chapters, and Pages. It provides an approachable editing experience while still supporting richer technical workflows for teams that need structured internal documentation.

Key Features

• Structured content model: Books → Chapters → Pages (plus optional “Shelves” to group books)
• WYSIWYG editor with Markdown support, including code blocks and formatting tools
• Granular permissions & roles to control access at shelf/book/chapter/page levels
• Full-text search across content to quickly find pages and references
• Page revision history with change tracking and the ability to review/restore past versions
• Images and file attachments management for documentation assets
• Linkable content with easy page linking and navigation via a consistent hierarchy
• Authentication options including LDAP integration and SSO via SAML2/OAuth2 (via supported identity providers)
• REST API for integrating content and automating documentation workflows
• Theme and customization options (including customization via configuration and UI styling)

Use Cases

• Internal team knowledge base for SOPs, runbooks, onboarding, and troubleshooting guides
• Product/engineering documentation with organized manuals and versionable pages
• Lightweight company wiki for policies, processes, and cross-team collaboration

Limitations and Considerations

• Content organization is opinionated around the book/chapter/page hierarchy, which may not suit all wiki styles
• Real-time collaborative editing (simultaneous co-authoring like Google Docs) is not the primary editing model

BookStack is well-suited for teams that want a clean, navigable documentation system without the complexity of a full CMS. Its structured hierarchy, permissions, and revision history make it a practical choice for maintaining internal documentation at scale.

Planka is a web-based kanban project management app for organizing work into boards, lists, and cards. It is designed as a Trello-like experience for teams that want a lightweight workflow tool with collaboration features and an API.

Key Features

• Multiple projects and boards with lists and draggable cards
• Card details including description, labels, due dates, checklists, attachments, and comments
• Swimlanes and WIP limits to model workflows and constrain in-progress work
• Board and card filters (e.g., by members/labels), quick search, and keyboard shortcuts
• User management with roles/permissions and per-project membership
• Activity history/audit trail for changes on boards/cards
• REST API for automation and integrations

Use Cases

• Team kanban boards for product development, support, or operations
• Personal or small-team task boards as a Trello replacement
• Lightweight project tracking with labels, checklists, and due dates

Limitations and Considerations

• Feature set is intentionally focused on kanban; advanced portfolio planning and reporting are limited compared to enterprise PM suites.

Planka provides a familiar kanban workflow with strong core collaboration features and a pragmatic deployment model. It fits best where teams want a simple, fast board-centric system with an API rather than a full-scale project suite.

Grist is a spreadsheet-like database for building and sharing structured data apps. It combines familiar spreadsheet editing with relational tables, Python-style formulas, and multiple views (grids, charts, forms) to support lightweight workflows without writing a full application.

Key Features

• Spreadsheet UX backed by a relational data model (multiple tables with references)
• Python-like formulas for computed columns and data transformations
• Multiple views of the same data (tables, charts, and forms for data entry)
• Fine-grained access control (document/table/column-level permissions)
• Import/export for common formats (e.g., Excel/CSV) and data portability
• Audit/history features (change tracking and document revisions)
• Extensible “widgets”/custom views and an API for integrations and automation

Use Cases

• Replace Airtable-style team bases for ops tracking, inventories, and request intake
• Build internal tools (CRUD-style apps) from tables + forms + permission rules
• Maintain relational datasets (customers/projects) with computed fields and reports

Limitations and Considerations

• Complex, highly interactive apps may outgrow the spreadsheet-centric UI and require a dedicated app framework.

Grist is well-suited to teams that want the speed and approachability of spreadsheets with the structure and governance of a database. It works particularly well for operational data, lightweight internal tools, and collaboration where permissions and relational modeling matter.

Kanboard is a lightweight project management application built around the Kanban method. It helps teams visualize work, limit work-in-progress, and collaborate on tasks using configurable boards, swimlanes, and automation.

Key Features

• Kanban boards with configurable columns, swimlanes, and WIP limits
• Tasks with due dates, attachments, comments, subtasks, checklists, and recurring tasks
• User roles and project permissions; multi-project support
• Built-in analytics and reporting (e.g., cumulative flow/lead & cycle time views)
• Email integration (notifications and “email to task” workflows) and activity stream
• Automation rules and triggers; webhooks for event-driven integrations
• Plugin architecture for extending features and connecting external services
• Public and private project sharing options and task duplication/templates

Use Cases

• Manage software development or ops work with WIP limits and swimlanes
• Run editorial/content pipelines (ideas → drafting → review → published)
• Track personal or small-team projects needing a simple, fast Kanban tool

Limitations and Considerations

• UI and feature set are intentionally minimal compared to large enterprise suites; advanced portfolio planning may require plugins or external tools

Kanboard focuses on speed, simplicity, and a clear Kanban workflow while still providing the essentials for collaboration and integrations. Its extensibility via plugins and webhooks makes it suitable for teams that want a compact core with optional add-ons.

Blinko is a self-hosted note-taking and personal knowledge management (PKM) app focused on quickly capturing ideas and organizing them into a searchable knowledge base. It provides a clean web UI for writing notes, categorizing with tags, and retrieving information later.

Key Features

• Markdown-based note editor for fast writing and formatting
• Tagging and organization to build a personal knowledge base over time
• Full-text search to quickly find notes
• Web-based UI designed for quick capture and browsing
• Multi-user capable deployments (account-based access)

Use Cases

• Personal PKM system to store notes, ideas, and snippets
• Lightweight alternative to hosted note apps for private journaling and work notes
• Team-shared scratchpad/knowledge space for small groups

Limitations and Considerations

• Feature set is primarily focused on notes/PKM; advanced wiki-style structures and complex collaboration workflows may be limited compared to larger platforms

Blinko fits users who want a straightforward, self-hosted notes app with tagging and search rather than a heavy project management or document suite. It is suitable as a private, always-available web notebook that grows into a personal knowledge base.

Leantime is a self-hostable project management platform designed around Lean and Agile practices. It helps teams plan strategy, define goals, manage projects, and track execution using a mix of roadmaps, boards, and task workflows. Leantime targets small-to-mid sized teams and agencies that need a lightweight PM tool with client-friendly collaboration features.

Key Features

• Strategy and planning modules (ideas, goals, milestones/roadmaps) to connect execution to outcomes
• Kanban-style task boards with statuses and swimlanes for day-to-day work management
• Backlog and sprint-style workflows for iterative delivery
• Time tracking and timesheets per task/project for billing and reporting
• Project documentation features (wikis/notes) to keep context with work items
• Role-based access and multi-user collaboration across multiple projects
• Client collaboration options (invite external users to selected projects)
• Integrations via webhooks/API support (where configured) and email notifications

Use Cases

• Manage product development with a roadmap → backlog → sprint/board workflow
• Run an agency with per-client projects, task-level time tracking, and shared status visibility
• Coordinate internal IT/ops projects with milestones, tasks, and lightweight documentation

Limitations and Considerations

• Feature depth is typically lighter than enterprise suites (advanced portfolio management and extensive native integrations may require customization)

Leantime provides an opinionated Lean/Agile structure that connects higher-level planning to tasks and delivery. It is suitable for teams wanting an integrated roadmap/kanban/time-tracking tool without adopting heavier enterprise project platforms.